Question

Case Study: Position Description and Specification for an HRIS Administrator

One way to assess the nature and importance of a particular function or position in an organization is to examine the job description and job specifications for this position, as they tell us what activities, duties, and tasks are involved in the job as well as what knowledge, skills, and abilities (KSA) are required to perform the job. The following is an actual advertisement for an HRIS administrator. A large corporation placed this ad in the “Job Central” section of the website for the International Association for Human Resources Information Management (www.ihrim.org).

HRIS Administrator
Job Level: Senior (5+ Years),
Full time Reports to: Senior Director of Human Resources Operations

Position Summary
MOMIRI, LLC is an Alabama Native Owned Corporation, providing shared services to the MOMIRI family of companies and planning and incubating the next generation of companies serving federal and commercial customers. MOMIRI companies offer core expertise in telecommunications, information technology, product development, major program management, open source software, construction management, facility operations, and operations support. MOMIRI companies realize that quality personnel are the key to our success. An excellent benefits package, professional working environment, and outstanding leaders are all keys to retaining top professionals.

Primary Function
The incumbent will serve as a key member of the HR Support Services department and provide professional human resources support in specific functions or disciplines to management and staff for the MOMIRI family of companies. This position is viewed as going to a midlevel professional who assists management and staff with HR programs at the tactical level and performs all essential duties and responsibilities at the direction of the Manager of HR Operations.

Essential Duties and Responsibilities
Provides technical assistance to senior-level HR staff and management on several HR programs to include employee relations, compensation, EEO compliance, company policies and procedures, disability programs (STD, LTD, FMLA, ADA), federal and state employment laws, and personnel actions as needed.
• Supports and maintains the Human Resources Information System (HRIS) in addition to other systems supported by the management of enterprise applications.
• Serves as technical point-of-contact for assigned functional areas and assists subject matter experts with ensuring data integrity, testing of system changes, report writing and analyzing data flows for process improvement opportunities.
• Supports HRIS and other enterprise systems’ upgrades, patches, testing, and other technical projects as assigned.
• Recommends process/customer service improvements, innovative solutions, policy changes, and/or major variations from established policy.
• Serves as key systems liaison with other departments and process stakeholders (e.g., Payroll).
• Writes, maintains, and supports a variety of reports or queries utilizing appropriate reporting tools.
• Assists in development of standard reports for ongoing customer needs.
• Maintains data integrity in ATS, HRIS, and other enterprise systems by running queries and analyzing and fully auditing data across all HR departments.
• Conducts new hire in-processing to include systems training for new employees and entering new employee information in Costpoint.
• Conducts termination out-processing to include entering employee separation information in Costpoint and reporting attrition data.
• Develops user procedures, guidelines, and documentation for HR-related systems.
• Trains system users on new processes/functionality.
• Provides HR tools and resources for management and staff to accomplish their goals and objectives.
• Processes personnel actions (hires, terminations, pay and title changes, promotions, employment status, etc.) to include entering data into HRIS.
• Assists with special HR-related projects and provides training to other staff members as required.
• Performs other duties as assigned.

Requirements
Specialized Knowledge and Skills
• Experience working with a multiple-site workforce.
• Working knowledge of federal and state employment laws and related acts.
• Advanced to expert level computer skills.
• Excellent verbal and written communication and presentation skills.
• Great interpersonal skills.
• Strong time-management and prioritization skills.

Qualifications
• Bachelor’s degree in HR and/or equivalent professional experience.
• 3–5 years of technical HRIS experience in professional HR environment.
• Self-directed, highly responsive, and detail oriented.
• Ability to maintain absolute confidentiality in all business matters.
• Government contracting experience is a plus.

Case Study Questions

1. How does this position help the HR function become a strategic partner of the organization?

2. From the position description, identify the traditional, transactional, and transformational HR activities that this position is involved with.

3. Using the key responsibilities identified for this position, explain why and how the HRIS function plays a pivotal role in the organizational model as described in this chapter.

Answer 1

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How does this position help the HR function become a strategic partner of the organization?

The role seen in this case study allows the activities of the Human Resources department to become a strategic partner for the organization in several respects. The organization is deeply involved in using the HRIS (Human Resources Information Systems) to make HR's day to day activities simpler and more effective.

Maintaining the integrity of the information, conducting tests, and analyzing to suggest improvements in the HR system makes the professional feel directly involved in the activities. Stimulates the cultivation of an enriching and dynamic work environment, contributes to ownership, and reduces the company's turn over.HR helps the company build a bridge between the various areas, which directly contributes to communication flow to achieve organizational goals.

HR is also responsible for attracting talent, conducting the process of selecting and training new employees to information systems, this ensures that all professionals will be aligned with the strategies, plans and demands of the organization. Professionals empowered to use self-service online facilities reduce cost and save time.Finally, the organization makes HR become part of the business team and involves HR with organizational planning demonstrating that the company is attentive to the key factor that makes the organization grow and develop, the people.

From the position description, identify the traditional, transactional, and transformational HR activities that this position is involved with.

Traditional (Recruitment, Selection, Training, Performance Management, Compensation, Employee Relations):

• Provides technical assistance to senior-level HR staff and management on several HR programs to include employee relations, compensation, EEO compliance, company policies and procedures, disability programs (STD, LTD, FMLA, ADA), federal and state employment laws, and personnel actions as needed.
• Serves as key systems liaison with other departments and process stakeholders (e.g., Payroll).
• Assists with special HR-related projects and provides training to other staff members as required.

Transactional (Benefits Administration, Record Keeping, Employee Services)

• Supports and maintains the Human Resources Information System (HRIS) in addition to other systems supported by the management of enterprise applications.
• Serves as technical point-of-contact for assigned functional areas and assists subject matter experts with ensuring data integrity, testing of system changes, report writing and analyzing data flows for process improvement opportunities.
• Writes, maintains, and supports a variety of reports or queries utilizing appropriate reporting tools. Assists in development of standard reports for ongoing customer needs.
• Maintains data integrity in ATS, HRIS, and other enterprise systems by running queries and analyzing and fully auditing data across all HR departments.
• Conducts termination out-processing to include entering employee separation information in Costpoint and reporting attrition data.
• Provides HR tools and resources for management and staff to accomplish their goals and objectives.
• Processes personnel actions (hires, terminations, pay & title changes, promotions, employment status, etc.) to include entering data into HRIS.
• Supports HRIS and other enterprise systems’ upgrades, patches, testing and other technical projects as assigned.
• Conducts new hire in-processing to include systems training for new employees and entering new employee information in Costpoint.

Transformational (Knowledge Management, Strategic Redirection and Renewal, Cultural Change, Management Development; Added Value):

• Recommends process/customer service improvements, innovative solutions, policy changes and/or major variations from established policy.
• Develops user procedures, guidelines, and documentation for HR-related systems. Trains system users on new processes/functionality.

Using the key responsibilities identified for this position, explain why and how the HRIS function plays a pivotal role in the organizational model as described in this chapter.

Based on the key responsibilities shown in this position, HRIS professional develops a pivotal role in the company assisting in policy and procedures administration, including tracking updates and producing various HR reports. He / she also assists with business process improvements to streamline work processes, minimize customization, leverage existing functionality and improve the end-user experience.

This professional must create and maintain documentation on current and desired-state HR and system processes, perform regular audits of various systems to ensure data integrity and promote continuous improvement in data quality across the organization.

How: Checking feeds on an ongoing basis to ensure correct transfer of information between systems.